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About Bank Reconciliation

There are two major process steps you need to follow when reconciling bank statements: 1. Load Bank Statements: You need to enter the detailed information from each bank statement, including bank account information, deposits received by the bank, and payments cleared. You can enter bank statements manually or load electronic statements that you receive directly from your bank. See: Entering Bank Statements Manually and Loading Bank Statement Open Interface. 2. Reconcile Bank Statements: Once you have entered detailed bank statement information into Cash Management, you must reconcile that information with your system transactions. Cash Management provides two methods of reconciliation: o Automatic- Bank statement details are automatically matched and reconciled with system transactions. This method is ideally suited for bank accounts that have a high volume of transactions. See: Reconciling Bank Statements Automatically. o Manual- This method requires you to manually match bank statement details with system transactions. The method is ideally suited to reconciling bank accounts that have a small volume of monthly transactions. You can also use the manual reconciliation method to reconcile any bank statement details that could not be reconciled automatically. See: Reconciling Bank Statements Manually.

Miscellaneous Transactions
During the reconciliation process, you can create miscellaneous transactions for bank-originated entries, such as bank charges and interest. You can also manually enter Payables payments or Receivables receipts. The automatic reconciliation process can be set up to create miscellaneous transactions automatically.

Clearing
When you reconcile a transaction, the transaction is first matched to bank statement details and then cleared (if uncleared). Alternatively, you can manually clear Payables payments, Receivables receipts, miscellaneous transactions, open interface transactions, and Cash Management cashflows (except for those created from bank statement lines) in Cash Management prior to reconciliation to maintain more up-to-date cash account balances. You can also use Automatic Clearing to clear receipts in Oracle Receivables.

When you clear a transaction, Cash Management assigns a cleared date, cleared amount, and status to the transaction. Accounting for the cleared transaction varies by the source. If the transaction is a payment, Payables records the accounting information but you create the accounting entries in Payables. If the transaction is a receipt or a miscellaneous transaction, Receivables automatically generates the accounting entries. If the transaction is an open interface transaction, you must customize the CE_999_PKG package to implement reconciliation accounting. You cannot clear Payroll payments, General Ledger journal entries, or Treasury settlements.

Review and Summarize Results


Once you have completed the reconciliation process, we recommend that you review your reconciliation results. You can review the reports that are printed automatically from the AutoReconciliation program. You can also use the following reports:

Bank Statement Detail Report Bank Statement Summary Report Bank Statements by Number Report

Create Accounting Entries in Payables


You can create accounting entries for Payables accounting events in two ways:

Submit the Payables Accounting Process. Create accounting entries for a single transaction or batch.

After the process completes, Payables produces the Accounting Entries Audit Report and Accounting Entries Exception Report. The exception report lists transactions that could not be accounted because of invalid or missing information. Prerequisites

Define Payables options for accounting information. Open the period in Payables. If you use Multiple currencies, then all foreign currency transactions require exchange rates. You can enter exchange rates manually, or submit AutoRate to automatically enter exchange rates for invoices and payments without exchange rates. If you use future dated payments, update the status of matured future dated payments to Negotiable. To account for invoices, they must be validated.

To account for payments, the invoices must already be accounted, or you must choose the All parameter to account for invoices, and then payments. Submit and review the Unaccounted Transactions Report to identify and resolve issues with your transactions that will prevent accounting.

Transfer Accounting Entries to Your General Ledger


After you create accounting entries in Payables, submit the Payables Transfer to General Ledger program to send invoice and payment accounting entries to the general ledger interface. If you use Oracle General Ledger, then you can submit Journal Import, which uses the data in the GL interface to create unposted journal entry batches, headers, and lines. You can then post these journal entry batches, headers, and lines within General Ledger to update your General Ledger account balances. You can submit Journal Import either when you submit the transfer program, or separately, after the transfer process completes. See: Importing Journals. If you do not use General Ledger, you can use the data in the GL interface to create and post journal entries in your general ledger. Payables retains the accounting entries, so you can continue to review them in Payables. Also, after you post journal entries in Oracle General Ledger, you can drill down to the related accounting entries or transactions in Payables.

Entering Bank Statements Manually


In addition to loading bank statement information automatically with the Bank Statement Open Interface, you can enter bank statement information manually. You can enable users to update information on a statement that was previously entered manually or loaded automatically, even if the statement is already reconciled. When you enter a bank statement manually, you enter the bank statement header and the transaction lines. You can reconcile transaction lines as you enter them, or you can reconcile the bank statement (manually or automatically) after you enter all the transaction lines and save your work. Note: Cash Management assumes that you enter statements in chronological order, and uses this order to calculate cumulative bank account balances.

Prerequisites

Define your banks.

If you plan to use the Bank Statement Import program, you need to define bank transaction codes for the bank account. Set up Receivables activities and payment methods for miscellaneous transactions. If you want to use document sequences, you or your System Administrator must set up sequential document numbering for Cash Management. Note: For document sequencing, the effective date is the statement date.

If you have enabled the Allow Adding Lines to Imported Statements feature in the System Parameters window, you can add lines to automatically-loaded statements.

To enter a bank statement manually:


1. Navigate to the Find Bank Statements window. Choose New. 2. Choose the New button to display the Bank Statement window. 3. Enter the following bank header information: Account Number, Account Name, Bank Name, Bank Branch, and Currency. 4. Enter the Statement Date. 5. If you use manual document sequence numbers, enter the Statement Document Number. Additional Information: If you use automatic document sequence numbers, Cash Management creates the Document Number for the statement automatically. You cannot edit an automatically assigned Document Number. 6. Enter the Statement Number. 7. Enter the GL Date - the default is the Statement Date. The GL Date must be in an open or a future-enterable period in Receivables or Payables. 8. Optionally, enter Bank Statement Control Totals: Enter the opening and closing balances as needed. Enter control totals for Receipts and Payments, as well as the number of statement lines for each. Additional Information: You can compare the Control Total amounts to those displayed by Cash Management in the Line Totals tabbed region of the Statements window, to ensure the completeness and correctness of your entered bank statement. 9. Choose Lines to begin entering your statement lines. Optionally, you can save the header information now and enter the statement lines later. 10. Save your work.

Reconciling Bank Statements Manually


In Cash Management you can reconcile a bank statement manually as well as automatically. You can use the manual method to reconcile any bank statement, whether imported or entered manually. In addition, you can create new bank statement lines as you reconcile transactions, as well as update the reconciliation information for a previously manually or automatically reconciled statement. When you use manual reconciliation, you reconcile each bank statement line with available transactions. You can search for Payroll payments, Receivables receipts, Payables payments, Cash Management Cashflows, miscellaneous transactions, GL journal entries, open interface transactions, and statement lines that meet specific criteria, and reconcile the statement line against them. If the bank statement belongs to a bank account shared by Oracle Treasury and Oracle Cash Management, you can search for Treasury settlements using the Reconciliation Open Interface. You can search for transactions based on customer or supplier, batch name, or remittance number, as well as ranges for transaction numbers, transaction date, transaction amount, and maturity date. You can search for journal entries based on Period Name, Journal Entry Name, Document Number, or Line Number. As you reconcile a statement manually, you may need to create transactions to account for differences between the sum of the reconciled transaction and the line amount. For example, you can create a miscellaneous transaction to account for bank charges or interest. You can also create Payables payments and Receivables receipts from Cash Management. To account for amount differences for Treasury settlements, you need to create exposure transactions in Oracle Treasury.

Recalculating Amount Differences


When manually reconciling, you can automatically default the amount difference between the statement line amount and the transaction amount to the Charges and Errors field based on how the Tolerance Differences parameters are set. For Payables payments or payment batches, and Cash Management Cashflows:

When the Tolerance Differences parameter is set to Errors, the statement line charges amount defaults to the Charges field. The remaining amount difference between the statement line amount and the transaction amount defaults to the Errors field. When the Tolerance Differences parameter is set to Charges or is not defined the amount difference between the statement line amount and the transaction amount defaults to the Charges field.

For Receivables receipts or remittance batches:

The amount differences between the statement line amount and the transaction amount defaults to the Charges field.

To manually reconcile a previously-entered bank statement:


1. Import or manually enter the statement information. Note: If you don't use Oracle Receivables Automatic Lockbox, and your bank statement includes direct deposits or bank transfers, you must create the related receipts manually in Receivables before you can reconcile them in Cash Management. See: Using AutoLockbox and Running AutoLockbox. 2. Navigate to the Find Bank Statements window. 3. Enter the query criteria for the statement you want to reconcile, or leave the criteria blank to query all existing statements. 4. Choose Find to see the Reconcile Bank Statements window containing the statements that meet your query criteria. Note: You can open custom folders that display statement information in a custom format if you or your organization has defined any. See: Customizing the Presentation of Data. 5. Select the statement you want to reconcile, and choose Review. Cash Management displays the Bank Statement window, with the header information for the account you queried, including Bank Name, Bank Branch, statement Date, bank Currency, Document Number, and Statement Number. You can update any of the header information except for the bank information and the Currency. If you use automatic document sequence numbers, you cannot change the Document Number either. The GL date defaults to the bank statement date. You can update it, or override it on the individual payment or receipt transaction. 6. Choose Lines to see the Bank Statement Lines window. 7. Select the statement line that you want to reconcile. 8. Choose Available to search for detail or batch transactions that are available for reconciliation. 9. Enter your search criteria in the Find Transactions window. 10. Select the available detail and batch transactions that apply to the current bank statement line. 11. (Optional) Choose the Recalculate button. 12. Reconcile the available detail or batch transactions. 13. Reconcile other statement lines.

14. (Optional) Create miscellaneous transactions for bank statement transactions with no matching Payables, Receivables, or General Ledger activity. Note: Miscellaneous payments are actually handled as negative receipts by Cash Management. So, to create miscellaneous payments, you must have Oracle Receivables installed and set up. 15. (Optional) Create payments or receipts for bank statement transactions with no matching Payables or Receivables activity. 16. Reverse any NSF or rejected bank transactions. 17. Optionally, when you have reconciled all the bank statement lines, mark your bank statement as complete. 18. Save your work. 19. You can review the results of reconciliation in the following reports: o Bank Statement Detail Report